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EndNote x3: Advanced

Exercises Workbook

___________________________________________ Should you require this workbook in another format such as large

print or Braille please contact us at

jrul.researchers@manchester.ac.uk

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Contents

1. Editing output styles 3

1.1. Editing the Harvard style 3

1.2. Changing numeric citations to superscript or subscript 3

2. Downloading new and updated styles 3

3. Merging separate files into a single document 4

4. Creating section bibliographies 4

5. Creating an annotated bibliography 5

6. Saving changes to output styles 7

7. Using footnotes with EndNote 8

8. Removing EndNote field codes for submission to journals 9

9. Exporting a travelling library 10

10. Recovering a deleted library 10

Further information 10

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1. Editing output styles

Output styles determine how your citations and bibliography will be displayed in a Word

document.

There are over 3600 output styles installed in EndNote (eg Harvard, Vancouver, MLA) and you

can also edit and create styles yourself using the Style Manager in EndNote.

As creating styles is time-consuming and complex, it is best to find a style that closely matches

the one you need and make changes to it accordingly.

1.1. Editing the Harvard style in EndNote

The most common request at the University of Manchester is to edit the Harvard style so that

authors’ names display in normal case rather than UPPER CASE.

• Select Edit > Output Styles

• Choose ‘Harvard’ from the list of styles and click the Edit button

The Editing template screen will be displayed. This is grouped into four sections – Citations,

Bibliography, Footnotes and Figures & Tables.

• Under ‘Bibliography’, select ‘Author Name’

• At the Capitalization: prompt, change from ‘All Uppercase’ to ‘Normal’

• Select File > Save As and rename the style to save it as a new style eg Harvard New.ens

1.2. Changing numeric citations to superscript or subscript

You can alter the display of numeric citations by editing the Output Styles. Using a numeric

citation style (such as Numbered or Vancouver):

• Select Edit > Output Styles > Numbered

• Under ‘Citations’, select Templates

To create a superscript citation, click in the field where (Bibliography Number) is displayed and

click the A1 icon at the top of the screen.

The process is the same for subscript, using the A1 icon.

2. Downloading new and updated styles

You can find and download new or updated styles from the EndNote website –

www.endnote.com/support/enstyles.asp

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3. Merging separate files into a single document with a cumulative

bibliography

If you have been working on several Word documents using EndNote (such as chapters for your

thesis) you will then need to bring them together to submit a final document.

You can merge separate chapters, each with their own EndNote library, into one master

document with a single, cumulative bibliography at the end.

• Make a copy of each chapter (to preserve your original versions) eg ch1-copy.doc, ch2-

copy.doc, ch3-copy.doc

• Open each document in Word and from the EndNote tools select Convert Citations and

Bibliography > Convert to Unformated Citations

This will remove the bibliography at the end of each chapter and change the citations into

unformatted text eg {Yamazaki, 1995 #154}

• Save the changes and close each document

• Open a New Word document

• Select View and choose Outline

• In the Master Document options, click on Show Documents

• Click on the Insert button to insert subdocuments

• Find your ch1-copy file and insert it by highlighting it and clicking Open

• Repeat this process for ch2-copy and any other documents

• Use the Update Citations and Bibliography command in Word 2007’s EndNote tab to

re-format the citations in the document and create a single bibliography at the end of

the document

• Save the document as master.doc or something similar

4. Creating section bibliographies

If you are working within one Word document but have several chapters (sections) within it,

EndNote gives you the option to create either:

• a single bibliography at the end of the document

• separate bibliographies for each chapter

• bibliographies at the end of each chapter with a cumulative bibliography of all

references at the end

To select a section bibliography style in EndNote:

• Select Edit > Output Styles

• Select Open Style Manager

• Choose the style you want to work with and click Edit

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In the style template there is a Sections option. Select this and then choose the section

bibliography option you want to use. Save the changes and close the Style Manager.

You can then create sections within your Word document and EndNote will format your

bibliography as specified.

• To create sections in Word 2007, select Page Layout > Breaks > Section Breaks and

choose the settings you require.

5. Creating an annotated bibliography

The Annotated output style in EndNote will display bibliographic information plus the abstracts

of articles where they are available.

You can also use EndNote to create bibliographies with your own annotations by using the

Research Notes field in your EndNote records.

• Open an EndNote reference in your library and scroll down to the Research Notes field

• Add your own information to the field and save the changes by closing the EndNote

reference

• Repeat the process for all references you want to include in your bibliography

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Selecting the output style you want to use for your bibliography:

• Select Edit > Output Styles> Open Style Manager

• Select the style you want to use (eg APA 5th

) and click Edit

• Save a version of the style you want to use as a new style (eg APA 5th Annotated)

Note: you will need to save this outside the Style Folder (eg your P: drive) if you are working on

a University networked computer.

Customising your output style to include Research Notes:

• In the Style Manager window, find the Bibliography column and select Templates

• In the Journal article section, place the cursor at the end of the entry details

• Click Insert Field > End of Paragraph

• Click Insert Field > End of Paragraph again

• Click Insert Field > Tab

• Click Insert Field > Research Notes

• Click Insert Field > End of Paragraph

Repeat this process for all the reference types you want to use (eg books, theses, conference

proceedings) and save the changes to the output style.

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To create a standalone annotated bibliography:

• From your list of references, highlight the ones you want to output

• Select File > Export…

• Set the file type to Rich Text Format (.rtf) and the Output style to the customised style

with Research Notes added

• Save the file eg as Annotated.rtf

A new Word document should appear where you exported the file, with the filename

Annotated.rtf.

You can now open this as a Word document with your bibliography formatted with Research

Notes included as annotations.

6. Saving changes to output styles

If you are using your own computer, you can save edited styles to the Style Folder.

On University networked PCs, you will not be able to save changes in the Style folder but can

save them to your P:\ drive or a memory stick.

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You then need to change EndNote’s preferences to find the style you have created:

• Select Edit > Preferences > Folder Locations > Style Folder and change the location to the

place you saved your edited style.

In Word, this style will now appear when you choose the options from the Style drop-down

menu.

7. Using footnotes with EndNote

You can use EndNote to create footnotes in your Word document using Word’s own References

tools.

In the References tab in Word, select Insert Footnote (AB1)

The cursor should now be in place in the footnote section of the document. From the EndNote

tools in Word:

• Choose Insert Citation > Find Citation… to look up the reference

• Click on Insert to add the citation in the footnote

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The appearance of the footnotes will depend on the referencing style you are using. The most

commonly used output style for footnotes is the Chicago 15th

style.

You can select and edit the style you want to display in footnotes by editing the footnote

options in EndNote’s Style Manager.

To create and use footnote templates, select Format citations: Using footnote format in the

Footnotes section of Style Manager.

8. Removing EndNote field codes for submission to journals

You need to remove any EndNote code from your Word document before submitting it for

journal publication. To do this, select the Convert Citations and Bibliography > Convert to Plain

Text command in Word.

Note: Be aware that once you have done this you cannot then format citations in the document

using EndNote .

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9. Exporting a travelling library

You can share references in Word documents with other authors or retrieve EndNote references

from a Word document where the original EndNote library has been lost using the Travelling

Library function.

• In Word, select EndNote > Export to EndNote > Export Travelling Library

• Choose to add the references to an existing library or to create a new one for the

exported records

10. Recovering a deleted library

If you accidentally delete an EndNote library (mylibrary.enl) you can recover it from the

corresponding Data folder (mylibrary.data).

The Data folder is created alongside the library and holds files such as PDFs and images that you

attach to records.

• Open WordPad or Notepad from the Programs > Accessories menu on your computer

and create a blank document

• Select File > Save As… and save the blank document in the same area as the Data folder

and with the same name as the Data folder eg P:\mylibrary.enl

The file should then appear as an EndNote library which can be opened and used.

Further information

Library Faculty Teams www.manchester.ac.uk/library/subjects

Online EndNote tutorials www.endnote.com/training

EndNote Technical Support and Services www.endnote.com/support

If you have any queries about this booklet or the services mentioned in it please contact the

JRUL Information Skills Training Team.

steve.mcindoe@manchester.ac.uk

sam.aston@manchester.ac.uk

jrul.researchers@manchester.ac.uk

Blog: http://jrulresearchers.wordpress.com/

Twitter: http://twitter.com/jrulresearchers

Web: http://www.manchester.ac.uk/library/usingthelibrary/researchers/

SMc March 2011 P:\endnote\training material\endnote x3 advanced exercises